Outlook Add-in Opensense Domain Settings

Overview

Domain Settings control how the Opensense Outlook Add-in behaves for users in your organization. This article explains each setting, how settings interact, and which combinations to use for common scenarios such as shared inboxes, alias accounts, and multi-signature deployments.

Key takeaway

Whether a setting applies depends on whether the add-in is admin controlled or user controlled, so check User Controlled Settings first when a setting doesn't behave as expected.

Before you start

You'll need:

• Domain Admin access in the Opensense portal

• The Opensense Outlook Add-in deployed to your users through Microsoft 365 Integrated Apps. See Outlook Add-in: Scope Users via Microsoft 365 Admin.

Where to find Domain Settings

Outlook Add-in settings are in the Opensense portal under Manage > Domain Settings > Outlook Add-in.

After you change a setting, allow a few minutes for it to take effect. If the change doesn't appear, clear the add-in cache. See Outlook Add-in Troubleshooting Guide for cache-clearing steps.

Admin controlled vs. user controlled

When User Controlled Settings is off, the add-in is admin controlled. Default Signature Mode sets the starting mode, and the two Allow Default Override settings decide whether a user's choices persist between compose windows.

When User Controlled Settings is on, users manage their own add-in settings. Their selections persist on their own, and the Allow Default Override settings have no effect.

Recommended settings by scenario

General settings

Automatic Signatures

When enabled, the add-in inserts the user's primary signature whenever they open a new compose, reply, or forward window. No user action is required. Enable this setting for most deployments.

Automatic insertion isn't available on Outlook for iOS and Android. Mobile users insert their signature manually from the add-in pane.

Default Signature Mode

When the add-in is admin controlled and both Visual Preview and Plain Text Preview are enabled, this setting decides which mode is the default. Set it to match your primary deployment method.

Multiple Signatures

When enabled, users can select any signature assigned to them from the add-in pane, not just their primary signature. Signature priority and assignment are configured in Routes. See Outlook Add-in Multi-Signature Selector for configuration details.

Plain Text Preview

Enable this setting for Plain Text Block deployments. It adds the plain text preview block to the add-in pane and lets the add-in insert the [[#]] token into the compose window for server-side transformation.

Disable Default Signature

When enabled, the add-in removes the native Outlook signature the user has configured, which prevents duplicate signatures. Enable this for most routed and Stamping deployments.

This setting applies to the user's primary mailbox only. It doesn't remove native signatures in shared or delegated mailboxes.

User Controlled Settings

When enabled, users control the add-in's settings pane. Two toggles appear for users: Disable Default Signature and Insert Automatically. Use this setting during testing or where users need manual control over signature behavior.

The toggles appear only when the user is working in their primary mailbox.

When User Controlled Settings is on, a user's multi-signature selection saves and persists whether Allow Default Override (Multiple Signature) is on or off. This is intended: the user's choice takes priority over the admin default. It applies only when Multiple Signatures is on and the user has more than one signature assigned.

Visual Preview

Enable this setting for Visual Preview deployments. It lets the add-in render the full HTML signature in the compose window. If this setting is off, Visual Preview doesn't display, even when the user's signature template is configured for it.

Remove Signature for Unknown Domain

When enabled, the add-in returns a blank signature if the user switches the From address to a domain that isn't configured in Opensense. This prevents a stale or incorrect signature on email sent from an unrecognized domain.

For this setting to work correctly, every domain your organization sends from must be listed under Internal Domains. See Configuring Internal Domains below.

Allow Default Override

When enabled and the add-in is admin controlled, users can choose between Plain Text Preview and Visual Preview in the add-in pane, and their choice persists across compose windows. When disabled, the mode resets to Default Signature Mode. This setting is relevant only when both preview modes are enabled.

Allow Default Override (Multiple Signature)

When the add-in is admin controlled, this setting decides whether users keep their last multi-signature selection or return to the priority template each time they open a new compose window.

• Disabled: Users reset to the priority template on each new compose window.

• Enabled: Users keep their last signature selection across compose windows.

If User Controlled Settings is on, selections persist regardless of this setting.

Inline Images

Inline images embed directly in the signature. They're supported in Classic Outlook, New Outlook, Outlook for Mac, Outlook on the web, and Outlook Mobile, and they apply to Visual Preview deployments.

To enable inline images:

1. Turn on Inline Images in Domain Settings.

2. Append ?inline=1 to every image URL in the signature HTML. For example: https://smart.customer.com/v2/imagebucket/customer.com/logo.png?inline=1

SVG images aren't supported in add-in signatures. An SVG image in a signature template makes the Visual Preview insert fail entirely. Use PNG or JPG for all images, including logos and headshots.

Configuring Internal Domains

The Internal Domains list tells Opensense which domains belong to your organization. From Switching requires it when users send from alias addresses or multiple domains. If a user switches to a From address on a domain that isn't in this list, the add-in returns a 400 Unauthorized error and no signature appears.

1. In the left navigation, select Manage, then select Domains.

2. Select the ellipses (...) on the domain card you want to configure, then select Manage Domain.

3. In the left navigation, select Domain Settings. In the General section, find the Internal Domains field and select Edit.

4. Add each alias or sending domain your users send from, then select Save.

5. If your organization has multiple primary domains, repeat these steps for each one, adding the other primary domains to each domain's Internal Domains list.

Expected result: Users who switch to a From address on a listed domain receive the correct signature.

Clearing the add-in cache doesn't resolve a 400 Unauthorized error after switching From addresses. The fix is always to add the domain to the Internal Domains list. If you have several primary sending domains and need this applied across all of them, contact help@opensense.com.

User and signature fields

Dynamic Fields

When enabled, the add-in re-renders the signature when dynamic fields change based on the recipient. This applies to Visual Preview deployments.

Dynamic Fields conflicts with the HubSpot Sales add-in. It also evaluates only the last recipient added to the To field, not every recipient. Avoid this setting unless no other option fits your configuration.

Editable Fields

When enabled, users can edit fields in their signature from the add-in's Settings tab. Only fields unlocked in the signature template are editable. Fields with a lock icon are admin controlled and can't be edited, regardless of this setting.

Signature Fields Only

When enabled, the add-in pane shows only the fields defined in the user's assigned signature template. Fields in the user's Opensense profile that aren't in the template are hidden. This setting applies to Plain Text Block mode only.

Custom Compose Fields

When enabled, the custom compose fields you define appear in the add-in's compose settings pane. Users fill in or toggle these fields before sending to control optional signature elements such as pronouns, phone visibility, or meeting links. Define the fields under Custom Compose Fields Configuration, which appears once this setting is on. See Outlook Add-in Custom Compose Fields for setup details.

Email tracking

Activity Feed

When enabled, an Activity tab appears in the add-in pane for users with tracking enabled. It shows engagement data for their sent email, including opens and link clicks. The tab appears only in the user's primary mailbox.

This setting requires a compatible Opensense engagement tier. Contact help@opensense.com or your Account Manager to confirm whether your plan includes it. Learn more about email tracking.

Aliases and shared inboxes

Three settings control the signature when a user switches the From address: From Switching, Merge User Fields, and Ignore Empty Fields. The right combination depends on whether the signature should reflect the sending user's identity or the switched account's identity.

Merge User Fields appears once From Switching is on. Ignore Empty Fields appears once both are on. Every domain users switch to must be listed under Internal Domains.

These settings are separate from the Outlook Mobile account-switching limitation described in the Outlook Add-in Overview. That limitation is a Microsoft platform constraint and can't be changed through Domain Settings.

From Switching off

The signature always shows the primary user's information, whichever From address is selected. This is the simplest configuration. Use it when employees should send from every account with their own personal signature.

For Plain Text Block deployments, the fields on the other account must be unlocked for the primary user's data to populate. For Visual Preview deployments, the primary user's data appears regardless of field lock state, because insertion happens in the Outlook client.

Example: The primary user's information should always appear when they send from a shared inbox.

From Switching on

When a user switches the From address, the signature uses the data for the selected account instead of the primary user's data. Use this when shared or alias accounts have their own signature requirements.

Example: A shared inbox such as support@company.com shows its own signature data instead of the sending user's personal details.

From Switching, Merge User Fields, and Ignore Empty Fields on

Use this configuration when alias or shared account signatures should borrow data from the sending user. When the switched account is missing a field, or the field is empty, the primary user's value fills it.

A field merges only when it doesn't exist on the switched account or its value is empty. A field that already has a value on the alias account is never overwritten. Always enable Ignore Empty Fields with Merge User Fields so the primary user's data fills only the fields that are empty.

To have a shared inbox show the sending user's name and title while keeping its own email address and other data:

1. On the shared account, unlock the fields you want merged, such as name and title.

2. Break the directory sync on those fields so they accept merged values instead of the shared account's directory data.

3. Clear the existing values for the fields that should come from the primary user.

4. Keep the fields that should show the shared account's own values locked, with the correct data in place.

Example: A shared inbox such as help@company.com shows the sending user's name and title, while the email address in the signature always shows the shared inbox address.

Related articles

• Outlook Add-in Overview

• Outlook Add-in Multi-Signature Selector

• Outlook Add-in Routed Key Behaviors

• Outlook Add-in Troubleshooting Guide

• Outlook Add-in Custom Compose Fields